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TOASTMASTERS
®
INTERNATIONAL
How to Build a
Toastmasters Club
A Step-By-Step Guide
TOASTMASTERS
®
INTERNATIONAL
How to Build a
Toastmasters Club
A Step-By-Step Guide
Toastmasters International
23182 Arroyo Vista, Rancho Santa Margarita, CA 92688 USA
or
PO Box 9052, Mission Viejo, CA 92690 USA
949-858-8255 • Fax: 949-858-1207
www.toastmasters.org
©2003, 2007 Toastmasters International. Educational materials produced and distributed by Toastmasters
International are intended for use as part of the Toastmasters educational program only. This publication is produced
by Toastmasters International and may not be used outside of the Toastmasters program nor reproduced in full or in
part without written permission from World Headquarters. The name “Toastmasters International,” “Toastmasters”
and the Toastmasters International emblem are trademarks protected in the United States, Canada, the European
Union, Australia, Bahrain, China, Hong Kong, India, Indonesia, Japan, Jordan, Kuwait, Malaysia, Mexico, New
Zealand, Oman, Philippines, Qatar, Saudi Arabia, Singapore, South Africa, Taiwan, United Arab Emirates, and most
other countries where there are Toastmasters clubs. Clubs may use these trademarks on stationery, newsletters and
other printed matter intended for communications purposes. However, these trademarks may not be placed,
engraved or otherwise used on items such as trophies, certificates, plaques, badges, banners, clothing, ties, jewelry, mugs, or any other items without the express written consent of the Executive Director. All club and district officers are asked to report to the Executive Director all instances of illegal reproduction of copyrighted materials and
illegal use of Toastmasters International trademarks. Toastmasters International will pursue full legal recourse for any
unauthorized use of its copyrighted materials and trademarks.
Updated April 2008
Item 121
Table of Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
First Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Forming a Community Club . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Forming a Corporate Club . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Forming an Advanced Club . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Splitting a Club . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
New Club Finances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Demonstration Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Demonstration Meeting Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Follow up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Alternative Demonstrations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Charter Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Standards for a Successful Club . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Appendix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Introduction
So, you’ve decided to organize a new Toastmasters club. What now? This guide gives you the information and resources you need.
Did you know that more than 1,000 new Toastmasters clubs are started every year? Your efforts
contribute to helping hundreds of thousands of people around the world become more powerful
communicators and leaders!
First Steps
Toastmasters clubs are formed every day in a variety of settings. They meet onsite at corporations,
churches, community centers – even in restaurants.
Community clubs: Open to anyone
Company clubs: Open to employees of an organization (often called “closed”)
In either type of club, membership cannot be restricted according to age (except those persons under
18), race, creed, gender, national or ethnic origin, sexual orientation, marital or veteran status, or
physical or mental disability, so long as the individual is able to participate in the program.
New clubs must charter with a minimum of 20 members. Only three of the first 20 may be dual
members (members of another club). Once you’ve decided the type of club you want to form, seek
help from other people. Local Toastmasters representatives should be willing to help you or you may
contact the New Clubs team at Toastmasters International World Headquarters. They can work with
you to assemble a team of people who will provide help and support for the club for up to one year.
The team includes:
Club sponsor
Each new club may have up to two sponsors. Sponsors are responsible for:
Marketing the new club idea to prospective members
Helping with meetings
Assisting with forms
Planning the charter presentation
Club mentor
Each new club may have up to two mentors appointed by the district governor.
Mentors should:
Provide guidance during the first six months to one year of its existence
Be experienced Toastmasters who may join the new club
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How to Build a Toastmasters Club
Sponsoring club
Sometimes, the members of a club may help to start a new club. They may:
Present the demonstration meeting
Offer encouragement and advice
Attend the new club’s charter presentation
Earn the “Founder’s Award” club banner ribbon
Forming a Community Club
If you are starting a community club and your support team is in place, you are ready to begin!
1. Plan a demonstration meeting, which shows:
The benefits of Toastmasters
How a club meeting is conducted
Information about demonstration meetings is on page 8. Schedule the meeting two to four weeks in
advance to allow plenty of time to publicize and promote. Purchase promotion materials via the
online store: www.toastmasters.org/shop.
2. Publicize the demonstration meeting:
Send personal invitations to colleagues and friends
Submit announcements to local newspapers
Post notices on community Web sites and bulletin boards
Invite others, such as employees of local businesses, church groups, military personnel, etc.
Forming a Corporate Club
The key to success in starting a corporate club is to gain the support of a decision maker within the
organization, who can authorize the club formation.
1. Schedule an appointment with the human resources director or other high-level executive.
2. Prepare for the meeting. Be able to discuss the value of Toastmasters training.
3. Ask for the company’s support in forming the new club. Determine what portion of the club costs
the company will pay, if any. Companies show their support for Toastmasters in many ways. Often,
the company pays the charter fee and new member fees, while members may pay their own dues.
Some companies pay for the banner and other club materials.
4. Arrange a time and place to conduct a demonstration meeting.
5. Plan a demonstration meeting, which shows:
The benefits of Toastmasters
How a club meeting is conducted
Information about demonstration meetings is on page 8. Schedule the meeting two to four weeks in
advance to allow plenty of time to publicize and promote. Purchase promotional materials via the
online store: www.toastmasters.org/shop.
How to Build a Toastmasters Club
5
6. Publicize the demonstration meeting:
Post notices on company intranet and bulletin boards
Invite all employees and extend a special invitation to company officials
Include fliers or brochures in employee’s pay envelopes
Forming an Advanced Club
Occasionally, a group wants to charter a special club to focus on developing advanced skills.
In advanced clubs, members:
Hear advanced-level presenters
Receive evaluations and feedback from experienced members
Advanced clubs must have a minimum of 20 members. Some advanced clubs require membership
in another club (dual membership). Most require members to have received the Competent
Communicator (CC) or the Advanced Communicator Bronze (ACB) award. Advanced clubs follow
the same charter process as other clubs. New member kits are not sent for an advanced club unless
you request them.
If the advanced club chooses to:
Require dual membership, only three of the first 20 may be transfer members.
Not require dual membership, only three of the first 20 may be dual members.
Splitting a Club
Toastmasters International recommends that a club have 20 to 30 members. Clubs with more than
40 members may benefit from splitting into two clubs. When you submit the charter paperwork and
payment, include a letter stating the club is splitting. New member kits are not sent unless requested.
Transferring members do not pay membership dues or new member fees as long as their dues are
current in the club from which they are transferring. Each club must have a minimum of 20 members
after splitting. All members of the new club may be transfer members. Before a club may split, members of the existing club must agree to it. Be sure that experienced, active members are evenly divided
into both clubs.
New Club Finances
Begin to collect payment for dues and fees during or soon after the club’s first meeting. In many
countries (including the United States) a club must register as a not-for-profit association before a
bank account may be opened. More financial information may be found at
www.toastmasters.org/FinancialResources.
If a club has collected payments, but does not have a bank account of its own, it may designate a club
officer to:
Hold the payments until the club has opened an account
Hold the payments until they are sent to Toastmasters International
Deposit the payments into another club’s account temporarily
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How to Build a Toastmasters Club
United States tax law requires that all U.S. clubs have an Employer Identification Number (EIN).
World Headquarters will apply for an EIN on behalf of the club when the chartering process is complete. The number will be maintained in the club’s permanent records. With the EIN, the club will be
able to open its own bank account. An EIN is simply a type of tax identification number and does not
imply that a club would ever or could ever have employees. Each year, World Headquarters submits a
summary of all U.S. clubs and their EINs to the IRS.
How to Build a Toastmasters Club
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Demonstration Meeting
A demonstration meeting is your opportunity to show prospective members how a Toastmasters
club meeting is conducted and what the Toastmasters program can do for them. An agenda for a
demonstration meeting appears on page 9. A typical demonstration meeting requires eight or more
experienced Toastmasters, each of whom assumes a meeting role, such as:
Toastmaster
Timer
Ah-counter/grammarian
General evaluator
Speaker
Evaluator
Topicsmaster
Ideas to help you:
Keep the meeting short. Your goal is to pique interest. Do not go overtime!
Select a demonstration team that mirrors the audience’s demographics.
At a minimum include a short Table Topics session, a prepared speech and an evaluation.
Select a relatively inexperienced speaker who will be less likely to intimidate the prospective
members and will show them that Toastmasters offers something for everyone. A second speaker
may be more advanced, showing a higher skill level.
Invite representatives of the sponsoring organization (if any). Their presence will confirm the
meeting’s importance to the organization.
After the demonstration portion of the program:
Conduct a brief question-and-answer session.
Ask members to share Toastmasters success stories.
Introduce the representatives of the sponsoring organization (if any).
Introduce the sponsor(s) and mentor(s), emphasizing that when the club is chartered the
mentor(s) will help the club through its first six months to one year.
Explain charter fees, membership and supplementary club dues and other potential costs, such
as club banner, membership pins and other administrative supplies the club will need.
Conclude the demonstration meeting:
Announce the date, time and place of the next meeting.
Collect the completed application forms and payment from those who have decided to join.
Obtain enough money to pay the charter fee.
Fees to consider:
• $125: One-time charter fee
• $20: New-member fee per person
• $27: Six months' membership dues per person
• Each group may charge supplementary club dues to help cover other expenses, if needed
Please note: All payments must be in U.S. dollars
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How to Build a Toastmasters Club
Demonstration Meeting Outline
Date:
Objectives:
□ Demonstrate the components of a typical Toastmasters meeting.
□ Discuss the charter process.
□ Assign second meeting responsibilities and review specific responsibilities with each assignee.
Topics To Cover:
□ Charter process.
□ Explanation of key meeting roles (see A Toastmaster Wears Many Hats, Item 1167D or the Competent
Communication (Item 225) and Competent Leadership (Item 265) manuals.)
Meeting Agenda:
Welcome
Introduction/Explanation of Key Meeting Roles
Toastmaster:
Timer:
Ah-counter/grammarian:
General evaluator:
Evaluator:
Topicsmaster:
Table Topics Session
Introduction of Speaker
Speaker:
Evaluator:
General Evaluation
Discussion of Charter Process
Explain Toastmasters International’s dues structure and determine club dues.
Collect sufficient additional dues to cover the $125.00 charter fee.
Questions/Comments
Tip:
You may wish to show the Welcome to Toastmasters! DVD (Item 244DVD).
Additional meeting outlines are found at www.toastmasters.org/newclubs
How to Build a Toastmasters Club
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Follow Up
Often, prospective clubs meet several times before they can complete the charter requirements. Your
goal is to keep everyone enthusiastic and charter the new club as quickly as possible. To help you plan
for each pre-charter club meeting, use the weekly meeting outlines at
www.toastmasters.org/newclubs.
Remember to:
Send a thank you and meeting reminder notice to all attendees
Follow up with a phone call several days before the next meeting
Communicate with temporary officers and scheduled meeting participants to confirm duties for
the next meeting
Alternative Demonstrations
Although most demonstration meetings are conducted by eight or more Toastmasters, it is possible
to do it with fewer – even with one! You will be the Toastmaster and select prospective members to fill
the meeting roles, then guide the group through a typical Toastmasters meeting.
Sometimes resources are limited and a typical demonstration meeting is not possible. You may want
to show the Welcome to Toastmasters! DVD (Item 244DVD), which includes real testimonials and a
15-minute Toastmasters meeting in action.
Charter Presentation
This marks the debut of the new Toastmasters club! It is an excellent opportunity to recognize those
who helped form the club and to generate publicity. The club is officially chartered when World
Headquarters has received and processed all documents and payments. Allow four to six weeks (six
to eight weeks outside the U.S. and Canada) for the district governor (or club president if the club is
undistricted) to receive the club charter and charter member certificates. Consider this time as you
select a date for the charter presentation.
Extend invitations to:
Members of the sponsoring club
Friends and family of the new members
Members of nearby Toastmasters clubs
Local community or business leaders
District governor or other district officers
At the charter presentation, you will conduct a brief Toastmasters meeting. Toward the end of the
program, you will introduce the district governor or other district officer, who will deliver a brief
speech explaining the purpose of Toastmasters, then make the formal charter presentation. To
conclude the meeting, you may read the letter sent to the club from Toastmasters International,
welcoming them to Toastmasters.
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How to Build a Toastmasters Club
Standards for a Successful Club
Toastmasters clubs provide a positive learning environment. When members actively participate, they
learn to become better communicators and leaders and the club fulfills its purpose. All clubs must:
Meet at least 12 times per year (weekly meetings are recommended)
Hold regular meetings conducted in person
Have members give oral speeches and give and receive oral evaluations
Give members the opportunity to develop and practice leadership skills
Your new club will be successful when it:
Meets every week
Meets continuously throughout the year
Participates in area, division and district functions
First impressions:
Sergeant at arms sets up the room in advance
Meeting location is pleasant and comfortable
Greet guests warmly and introduce guests to others
Ask guests to fill out guest information form or guest book
Introduce and welcome guests during the meeting
Members enthusiastically participate and fill in for members who are unable to attend
Program planning and meeting organization:
Members carry out all assignments to the best of their ability
Speeches from the Competent Communication and Advanced Communication manuals are
required
Each member receives a meeting agenda
Members with meeting roles explain their duties to the group
The program is pre-planned and participants are informed at least a week in advance of their
responsibilities
Topicsmaster prepares thought-provoking Table Topics
Meeting starts and ends on time
Guests are invited to become members when they visit
The club operates from a six-month educational plan based on the educational and social needs
of the membership
Evaluations are based on project objectives and the individual learning needs of the member
How to Build a Toastmasters Club
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Forms
How to Build a Toastmasters Club
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Charter Forms Checklist
The official charter date is when all charter forms and payments are received by Toastmasters
International World Headquarters.
Electronic forms are found at www.toastmasters.org/newclubs.
Complete and submit the following forms and payment:
Form 1
Application to Organize a Toastmasters Club form
Form 2
Charter Payments:
$125: charter fee with the Application to Organize (if not previously sent)
$20: new-member fee per person
$27: six months' membership dues per person ($21 for undistricted clubs)
Form 3
Toastmasters Charter Membership Application (one required per member)
Form 4
Charter Club Officer Information form
Form 5
Club Information form
Form 6
Toastmasters Club Constitution and Bylaws with certificate of club adoption and
certificate of secretary
Upon receipt of completed forms and payment, Toastmasters International will send a charter kit,
which includes club administrative materials and 20 new member kits. The charter kit is sent via
surface mail unless you request a faster method and pay for it in advance. Once the charter forms are
submitted, no changes may be made to the charter membership list.
Clubs chartering in September or March (the last months of the dues renewals periods) may wish to
submit membership dues amounting to $31.50 per person. The extra $4.50 per person will be used to
pay the prorated renewal dues. By doing this, your club will not have to collect dues from each member twice in two months. For clubs not assigned to districts, the amount would be $24.50. The extra
$3.50 per person will be used to pay the prorated renewal dues.
Please note: All payments must be in U.S. dollars
Send completed forms and payment to:
Toastmasters International New Clubs
Mailing Address: P.O. Box 9052 • Mission Viejo, CA 92690 USA
Courier Address: 23182 Arroyo Vista • Rancho Santa Margarita, CA 92688 USA
14
E-mail:
[email protected]
Phone:
949-858-8255
Fax:
949-858-1207
How to Build a Toastmasters Club
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Application to Organize a Toastmasters Club
e
Send completed forms and payment to:
23182 Arroyo Vista • Rancho Santa Margarita, CA 92688 USA
PO Box 9052 • Mission Viejo, CA 92690 USA • Phone: 949-858-8255 • Fax: 949-858-1207
The undersigned applicant club, operating provisionally as a Toastmasters club since ___________________ ,
_________ hereby applies for membership in Toastmasters International in accordance with Article III, Section 3,
of the Articles of Incorporation and Bylaws of Toastmasters International and requests permission to organize a
Toastmasters club in: City ________________________________________ State/Province __________________
Country ________________________________ Date ______________________.
It is understood that such permission when granted will give this group the right to use the name, procedures and
materials of Toastmasters International as a provisional club for four (4) months from the date received by World
Headquarters.
It is agreed that the right to use the Toastmasters emblem, the name Toastmaster or Toastmasters shall be
conditioned upon permission for such use being granted by Toastmasters International; such use shall be discontinued if Charter is not granted, or if applicant club shall be required to do so at any time in the future for cause
by Toastmasters International.
In order to qualify for a charter, a club must have a minimum of 20 members, 17 of whom cannot belong to another
Toastmasters club.*
All Toastmasters clubs must meet the following minimum requirements: meet at least twelve (12) times per year;
have members give oral speeches and give and receive oral evaluations; and give members the opportunity to
develop and practice leadership skills.
Membership in a Toastmasters club is by invitation only, and is subject to a vote by the members of the club. No
person shall be excluded from membership in a Toastmasters club, and no member shall be deliberately discriminated against, in the conduct of official Toastmasters programs, because of age (except those persons under 18 years
of age), race, color, creed, gender, national or ethnic origin, sexual orientation, or physical or mental disability, so
long as the individual, through his or her own efforts, is able to participate in the program.
If granted, the Charter and membership may be revoked by Toastmasters International for cause including, but not
restricted to: Conduct unbecoming a Toastmasters club; failure to remain in good standing with Toastmasters
International; or abandonment of the Charter and membership by applicant club.
As club correspondent and on behalf of the applicant club, I agree to the terms and conditions listed above.
Signed, ____________________________________
_________________________ Date _________________________ .
Please type or print the following information:
Correspondent’s Name__________________________________________________________________________
Address
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Phone
__________________________________________________________________________________
E-mail
__________________________________________________________________________________
Sponsoring Organization (if applicable) ____________________________________________________________
Page 1 of 2 – Both pages are required to process application
Please make 1 copy of this document and mail to World Headquarters.
Keep the original in your club’s permanent records.
How to Build a Toastmasters Club
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Payment:
rg
a
Charter fee of $125.00 (U.S.) is not refundable or transferrable. Clubs meeting in the state of California must
include sales tax of 7.75% for a total of $134.69.
Check / Postal Money Order (U.S. funds drawn on a U.S. bank, payable to Toastmasters International)
Number _______________
Credit Card
□ VISA
Amount $ _______________
□ MasterCard
□ AMEX
□ Discover
Card Number _____________________________________________________
__ Expiration Date _______________
Name as it appears on Credit Card __________________________________________________________________
PLEASE PRINT
Signature ______________________________________________________________________________________
Membership Category
Language for Kits
Qty New Member Kits
□ Community Club
□ Chinese (Simplified)
___________
□ Company Club
□ Chinese (Traditional)
___________
Name of Organization _________________________
□ English
___________
□ Advanced Club
□ French
___________
□ Other
□ German
___________
Specify _____________________________________
□ Japanese
___________
□ Spanish
___________
□ Visually Impaired
___________
If you know you will need fewer than 20 New Member Kits, please specify
quantity you think you will need. Twenty kit maximum if only submitting
charter fee.
Sponsoring Club (up to two):
This is an existing Toastmasters club that assists in the formation of the applicant club.
Club No. _______________________
Club No. _______________________
Individual Toastmaster Sponsors (up to two):
These are individuals who assist in the formation of the club before charter is granted.
Name __________________________________________________________ Member No. ___________________
Name __________________________________________________________ Member No. ___________________
Individual Toastmaster Mentors (up to two):
These are individuals who assist the club for at least six months after charter is granted.
Name __________________________________________________________ Member No. ___________________
Name __________________________________________________________ Member No. ___________________
New Club Alignment: District ______________ Division ______________________ Area ____________________
*Except in the case of advanced clubs where dual membership is a prerequisite.
Page 2 of 2 – Both pages are required to process application
Toastmasters International, The Toastmaster, and the Toastmasters International emblem are trademarks of Toastmasters International registered in the United States, Canada, and many other countries.
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Charter Payments
ts
Submitted by _______________________________________
CLUB NAM E
WHQ USE ONLY
Toastmasters Club of _________________________________
CITY & STATE/PROVINC E
Charter No. _________________ District ______
C O U N T RY
In compliance with the provisions of the Bylaws of Toastmasters International, we the undersigned president and
secretary of the above-named club, hereby certify that on this date the membership of this club is shown below, and
that there is due Toastmasters International the amount shown in item 7 below.
Note: Minimum requirement for the issuance of a charter is 20 members (17 of whom cannot belong to another
club, except in the case of advanced clubs where dual membership is a prerequisite).
$125
_____________
1. Charter fee of $125 (if not previously paid)
2. Total number of new members listed on form #3 _________
(How many need new member kits?)
_________ @ $20 _____________
3. Total dual members _________ (How many need new member kits?)
_________ @ $20 _____________
Total reinstated members _________ (How many need new member kits?)
_________ @ $20 _____________
Total transfer members _________ (How many need new member kits?)
_________ @ $20 _____________
(Transfer members must be active in an existing club in order to be considered a transfer member.)
4. Total dollar amount for lines 1-3
_____________
5. California clubs add 7.75% sales tax: Line 4 x .0775
_____________
6. Total number of members paid _________
$27.00 if districted
$21.00 if undistricted
_____________
7. Total amount enclosed: Add lines 4, 5 and 6
_____________
Method of Payment
Check / Postal Money Order (U.S. Funds drawn on a U.S. bank, payable to Toastmasters International)
Number _______________
Credit Card
□ VISA
Amount $ _______________
□ MasterCard
□ AMEX
□ Discover
Card Number _____________________________________________________
__ Expiration Date _______________
Name as it appears on Credit Card __________________________________________________________________
PLEASE PRINT
Signature ______________________________________________________________________________________
NOTE: Pursuant to the Bylaws of Toastmasters International, Toastmasters clubs are required to remit membership payments semiannually in April and October. At the
next reporting period (April or October), the club will be required to submit a prorated membership payment for the period beginning with the end of the initial six
months payment to either March 31 or September 30, whichever occurs first. Forms for this report will be sent to the club by World Headquarters.
If only the charter fee has been paid, remittance must be made for item 6 above when application forms are submitted. The charter kit which is provided upon receipt
of the charter fee, contains new member kits for 20 members. Kits for additional members over 20 are provided only upon submission of the dues and service charge
payments and all charter forms.
Membership dues for a new club’s charter members are not prorated.
Signed ________________________________________
PRESIDENT
Date ________________________________________
Signed _______________________________________
SECRETARY
Date _________________________________________
How to Build a Toastmasters Club
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Toastmasters Charter Membership Application
Membership Type:
嘷 New
嘷 Reinstated (break in membership)
嘷 Renewing (no break in membership)
嘷 Dual
嘷 Transfer from club number / name
WHQ
USE
ONLY
Club Number:
District Number:
Month / Year Joined:
____________________________________
_
□□□□□□□□ Member # (if known)
3
Club Name: ____________________________________ City: ______________________
LAST NAME / SURNAME / FAMILY NAME:
FIRST NAME / GIVEN NAME:
MIDDLE INITIAL / NAME:
OTHER ADDRESS INFO ( FLOOR NUMBER, BUILDING NUMBER, MAIL STOP ):
ADDRESS LINE 1 ( APARTMENT OR SUITE NUMBER ):
ADDRESS LINE 2 ( HOUSE / BUILDING NUMBER, STREET NAME ):
CITY:
STATE / PROVINCE:
嘷 MALE
嘷 FEMALE
COUNTRY:
ZIP / POSTAL CODE:
HOME PHONE NUMBER:
CELL PHONE NUMBER:
WORK PHONE NUMBER:
FAX NUMBER:
E-MAIL: _________________________________________________________________________
□
New Member Kit preference for new members only:
嘷 English
嘷 Chinese (Simplified)
嘷 French
嘷 German
嘷 Spanish
嘷 Cassette Tape
(visually impaired only)
嘷 Japanese
Selected materials in the new member
嘷 Chinese (Traditional)
kit are available in English only.
Please do not send promotions to me from Toastmasters International’s partners.
New Member Fee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . U.S. $20.00
Paid only by new members. Covers costs of the New Member Kit and processing.
California clubs add 7.75% sales tax ($1.55)
$ ______________________________
Total
$ ______________________________
$ ______________________________
PAYMENT INFORMATION:
Check / Postal Money Order
Credit Card
No. ______________________
Amount $ ______________________
□ Visa □ MasterCard □ AMEX □ Discover Card No. ________________________________________ Exp. Date __________________
Name as it appears on Credit Card (please print) ___________________________________________________________________________
Signature ______________________________________________________
PLEASE READ AND COMPLETE THE OTHER SIDE
How to Build a Toastmasters Club
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By my signature below, I agree to the terms of A Toastmaster’s Promise, and the Indemnification and Release stated below,
and certify that I am 18 years of age or older, in compliance with the Toastmasters International Club Constitution.
SIGNED: __________________________________________________________________________________
APPLICANT
By my signature below, I certify that this individual has joined the Toastmasters club identified above. As a club, we will ensure
that this member receives proper orientation and mentoring.
SIGNED: __________________________________________________________________________________
CLUB OFFICER
In order for this application to be
valid both signatures are required.
A Toastmaster’s Promise
As a member of Toastmasters International and my club, I promise to:
Attend club meetings regularly
Prepare all of my speeches to the best of my ability, basing them on projects in the Communication and Leadership Program
manual or the Advanced Communication and Leadership Program manuals
Prepare for and fulfill meeting assignments
Provide fellow members with helpful, constructive evaluations;
Help the club maintain the positive, friendly environment necessary for all members to learn and grow
Serve my club as an officer when called upon to do so
Treat my fellow club members and our guests with respect and courtesy
Bring guests to club meetings so they can see the benefits Toastmasters membership offers
Adhere to the guidelines and rules for all Toastmasters educational and recognition programs
Maintain honest and highly ethical standards during the conduct of all Toastmasters activities
Member’s Agreement and Release
Consistent with my desire to take personal responsibility for my conduct, individually and as a member of a Toastmasters
club, I agree to abide by the principles contained in “A Toastmaster’s Promise” and the governing documents and policies of
Toastmasters International and my club. I will refrain from any form of discrimination, harassment, derogatory, illegal, or
unethical conduct, and I understand that if I engage in such conduct, I may be responsible to reimburse Toastmasters
International, my club or other clubs, or other individuals involved with Toastmasters, for any damages, losses, or costs resulting from my conduct. Understanding that Toastmasters programs are conducted by volunteers who cannot be effectively
screened or supervised by Toastmasters International or its clubs, I release and discharge Toastmasters International, its clubs,
governing bodies, and representatives from any liability for the intentional or negligent acts or omissions of any member or
officer of my club or other clubs, or any officer of Toastmasters International.
By submitting this application, I agree to the collection, use and processing of the personal information I provide to Toastmasters in this Membership Application for the purposes of organization administration, payment of my dues, and inclusion
of my contact information in a members’ directory that will be distributed to members and employees of Toastmasters. By submitting my personal information to Toastmasters, I also agree that my information may be accessed and used by Toastmasters
and its employees and agents, and will be transferred to countries that are not regarded as having adequate data protection,
including to Toastmasters’ headquarters in the United States. I agree to notify [email protected] of any change
to my personal information, including making any requests to check, delete or correct my personal information, so that it is accurate
and current. I understand that the majority of the data requested in this application is necessary for administrative and planning purposes, and that the failure to provide this information may prevent my application from being properly processed or
inclusion of my contact information in the members’ directory.
CLUB OFFICER – Please keep a copy for your club’s records.
If mailing, send to: New Clubs, Toastmasters International, P.O. Box 9052, Mission Viejo, CA 92690 USA.
If faxing, send to: 949-858-1207. NOTE: Please submit information via one method only to avoid duplication.
This form must accompany all charter documents.
Printed in USA – Revised 5/2008
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Charter Club Officer Information
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WHQ USE ONLY
Term of Office (check only one box and fill in year)
Club No. _________________ District No. ________
Ë Annual (July 1, ________ to June 30, ________ ) Ë Semiannual (July 1 to December 31, ________ )
Ë Semiannual (January 1 to June 30, ________ )
NOTE: Toastmasters International’s Club Constitution and Bylaws state club officer terms must conform to the
above schedule. Only those clubs that meet weekly may elect officers for semiannual terms.
Minimum Officer Requirements: Clubs must report at least a president, one vice president, and a
secretary or secretary/treasurer, and these offices must be held by three different individuals.
President
Vice President Education
Name ________________________________
Name ________________________________
Member No. (if known) ____________________
Member No. (if known) ____________________
Vice President Membership
Vice President Public Relations
Name ________________________________
Name ________________________________
Member No. (if known) ____________________
Member No. (if known) ____________________
Secretary
Treasurer
Name ________________________________
Name ________________________________
Member No. (if known) ____________________
Member No. (if known) ____________________
Sergeant at Arms
Ë Check this box if all officers
Name ________________________________
mailing addresses are the same
Member No. (if known) ____________________
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Please type or print clearly
Club Name: ______________________________________________
Charter No. _________________ District ______
Contact Information:
Club Contact Phone Number: ____________________________________________________________________
Club Contact E-mail: __________________________________________________________________________
Club Web Site: ________________________________________________________________________________
Ë Weekly
Ë 1st & 3rd
Ë 2nd & 4th
Meeting Day______________________________________________ Meeting Time: _______________________
Meeting Place: ________________________________________________________________________________
Facility (if applicable): __________________________________________________________________________
Address: ____________________________________________________________________________________
____________________________________________________________________________________________
__
City:
________________________________________________ State/Province: _________________________
Country: ____________________________________________________ Postal Code: ______________________
Please check the box that best describes your club:
Ë
Ë
Ë
Ë
Ë
Ë
Ë
Ë
Ë
1. Community
2. Company
3. Government Agency
4. Military
5. Correctional Institution
6. College
7. Church
8. Advanced Toastmasters
9. Other
List sponsoring company/governing agency/school/other, etc.: __________________________________________
______________________________________________________________________________________________
Is your club:
Ë Open to all interested persons
Ë Open only to members of a specific organization or group
Group Exemption Authorization
Return with Charter Application Forms (U.S. clubs only) to Toastmasters International
You are authorized to include this Toastmasters club:
_____________________________________________________________________________________________
in the application for group exemption filed with the Internal Revenue Service.
Signed __________________________________________________ Date ________________________________
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Toastmasters Club Constitution for
Member Clubs of Toastmasters International
(Revised August 1994 )
CERTIFICATE OF CLUB ADOPTION
T HE
UNDERSIGNED , being
the validly elected and duly acting President and Secretary of the ________________
CLUB NAME
_____________________ Toastmasters club of _______________________________ , do hereby certify that on the
CITY & STATE/PROVINCE
COUNTRY
_________________________ day of ______________________ , _________ , this club adopted and agreed to be
bound by the terms of this Constitution, effective upon the date that Toastmasters International issues a Charter to this
club, by the vote of at least a majority of the active individual members of this club present and voting at a duly called
and noticed club business meeting at which a quorum was at all times present.
Dated: ____________________ , ________
_________________________________________________________
CLUB PRESIDENT
Dated: ____________________ , ________
_________________________________________________________
CLUB SECRETARY
Article I
Mission and Purposes:
7. Provide opportunities and encouragement for its
tion, accompanied by the initiation fee and applicable
to express their thoughts creditably.
dues, shall be returned to the club Secretary who shall
The mission of a Toastmasters club is to provide a
mutually supportive and positive learning
environment in which every individual member has
the opportunity to develop oral communication and
leadership skills, which in turn foster self-confidence
and personal growth.
In order to carry out this mission, this club shall:
1. Help its individual members improve their abilities
to communicate effectively;
2. Provide for its individual members’ instructions,
educational materials and opportunities which will
give them skill and experience in the preparation
and delivery of speeches;
3. Encourage its individual members to read and to
listen analytically;
4. Provide for its individual members’ fair and
constructive evaluation of their efforts toward selfimprovement;
5. Increase its individual members’ knowledge of the
rules of parliamentary procedure and their skills in
conducting meetings and participating in group
discussions;
6. Afford leadership training for its individual members; and
provided by Toastmasters International. Such applica-
individual members to appear before audiences and
read it to this club.
Article II
Membership:
Sec. 1. All individual members of this club shall be
The applicant shall be declared elected to individual membership upon the favorable vote of at least a
majority of the active individual members of this club
at least 18 years of age. No person shall be excluded
present and voting at a business meeting of the club
from individual membership in, or from any program
membership. The individual membership of this club
or activity of, this club because of age (except those
may be divided into three classifications: active,
persons under 18 years of age), race, color, creed,
inactive and honorary.
gender, national or ethnic origin, sexual orientation, or
Sec. 3. All active individual members shall be
physical or mental disability, so long as the individual,
entitled to all rights and privileges of this club, and all
through his or her own effort, is able to participate in
individual members shall share in its responsibilities.
the program. However, the Bylaws of this club may
These responsibilities shall include support of its pur-
provide for other restrictions on the composition of
poses and constructive contribution to its program
the individual membership, e.g., to the employees of a
and activities.
particular company or agency, residents of a specific
community, or people sharing a special interest.
Sec. 2. This club is a private association, and
Sec. 4. Inactive individual membership is provided
for as follows:
(a) Inactive individual membership in this club
membership herein shall be by invitation only. Any
may be conferred by the Executive Committee of
individual member may sponsor an eligible prospec-
this club on any individual member requesting an
tive individual member, and invite him or her to join
extended absence from club meetings, or who
this club, so long as the person is not currently sus-
wishes to maintain individual membership with-
pended or removed from good standing with
out regular attendance at club meetings. An indi-
Toastmasters International under Article III, Sec. 8, of
vidual member may also be classified as inactive
the Bylaws of Toastmasters International. Application
for continued absence without notice. An inactive
for individual membership shall be made on the form
individual member may be restored to active
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individual membership by the club Executive
inconsistent with standards of conduct set by this club
this club. Such dues shall be payable in advance at such
Committee upon request, provided there is a
or by Toastmasters International; or (d) for other just
time as this club shall designate. Dues shall be paid by
vacancy on the active roster of this club.
cause. Such standards include ethical, political, and
all individual members and by the dates specified to
(b) Inactive individual members shall have no
other standards of conduct that may be established by
maintain individual membership in this club.
voting privileges, shall not hold office, shall not be
the Toastmasters International Board of Directors from
counted toward a quorum of the club member-
time to time and published as policy bulletins. This
Article IV
ship, and shall not participate in International
club shall follow such policies and procedures as may
Meetings and Notice:
Speech Contests. However, this club may count
be adopted by the Toastmasters International Board
any inactive individual members toward qualifica-
for club expulsions, suspensions, or other disciplinary
include any business meeting of active individual
tion for minimum Toastmasters International
actions. If this club does not expel an individual
members, shall be held as provided in the Bylaws of
standards for member clubs. Inactive individual
member for violations of Toastmasters International
this club.
members shall pay at least such portion of their
standards of conduct, after written request to do so is
club dues as this club pays to Toastmasters
made by the International President, this club may be
be called by a majority vote of the active individual
International as the per capita payment for such
expelled from Toastmasters International unless its
members present and voting at any regular meeting at
inactive individual member, and shall pay any
failure to act can be justified to the satisfaction of the
which a quorum is present, or by the club President.
additional amount specified in the Bylaws of this
Board of Directors.
club. Except as provided herein, the rights, obligations, and conditions of inactive membership shall
Article III
be as stated in the Bylaws of this club.
Initiation Fees and Dues:
Sec. 5. Honorary individual membership may be
Sec. 2. Special business meetings of this club may
Sec. 3. Meetings of the club Executive Committee
shall be held as provided in the Bylaws of this club.
Sec. 4. No notice shall be required for regular
business meetings held as provided in the Bylaws of
this club. Notice of any change in the time or place of
conferred upon any qualified person by the favorable
ship in this club shall be as stated in the Bylaws of this
any regular meeting, and notice of all special meetings,
vote of at least two-thirds of the active individual
club. Such fee shall be payable when an individual
shall be given by mail, telephone, or other reasonable
members of this club at a club business meeting. Such
membership application is filed with the club Secretary.
means at least four (4) days in advance of such meet-
membership shall be restricted to persons whose activ-
The fee shall be returned if the application is not
ing to all individual members of this club. Notice of
ities and public statements are consistent with the
accepted. Immediately upon acceptance of a new
special meetings shall include a statement of the gener-
purposes of Toastmasters International. Honorary
individual member, the club Secretary shall so notify
al purposes of the meeting, but any membership busi-
individual members have no voting privileges, shall
World Headquarters of Toastmasters International,
ness otherwise valid may be transacted at the meeting.
not hold office, shall not be counted toward a quorum
and each new individual member, on payment of this
Sec. 5 If this club shall permanently change the time
of the club membership, and shall not participate in
fee and applicable dues, and being received into this
or place of regular meetings as provided in the Bylaws
speech contests. Honorary individual members shall
club, shall be presented with a copy of the Commu-
of this club, the club Secretary shall immediately pro-
be exempt from all club fees and dues, and their per
nication and Leadership manual and such other
vide notice of such change to World Headquarters.
capita payments to Toastmasters International shall be
materials as may be provided for new individual
paid by this club. Except as provided herein, the rights,
members by Toastmasters International.
obligations, and conditions of honorary membership
shall be as stated in the Bylaws of this club.
Sec. 6. Inactive and honorary individual members
Sec. 2. Any fee for reinstatement of a former
individual member shall be stated in the Bylaws of
this club.
Article V
Quorum and Voting:
Sec. 1. A majority of the active individual membership shall constitute a quorum for the transaction
are not eligible to serve in any club office. They are not
Sec. 3. Any individual member in good standing
entitled to places on the regular speakers’ program but
desiring to transfer to another Toastmasters club may
Executive Committee shall constitute a quorum for the
may serve as substitutes when requested by the club
request the club Secretary to furnish a letter or card
transaction of the Committee’s business.
President or the Toastmaster of the meeting. They
showing the date to which the individual member’s per
may also participate in club discussions and serve as
capita payment to Toastmasters International is paid.
entitled to one vote on any matter presented to the
evaluators.
When an applicant for individual membership in this
club membership for a vote.
Sec. 7. This club may establish, from time to time,
club transfers from another Toastmasters club and
of all business of this club. A majority of the club
Sec. 2. Each active individual member shall be
Sec. 3. No voting by proxy or absentee ballot shall
routine procedures for dropping individual members
presents a letter or card from said club showing indi-
be permitted on any matter presented to the club
who fail to pay club dues, who miss a certain number
vidual membership in good standing and that a per
membership for a vote.
of meetings, or who fall below other minimum stan-
capita payment to Toastmasters International is paid
dards as determined by the club or Toastmasters Inter-
for the current period, the applicant may be elected to
Constitution or by the Bylaws of this club in a particu-
national. In addition, this club may expel, suspend, or
individual membership without payment of the initia-
lar matter, the affirmative vote of at least a majority of
decline to renew club membership of any individual
tion fee, and upon payment of any transfer fee stated
those active individual members who are present and
member (a) who does not support this club’s purposes;
in the Bylaws of this club.
voting at a duly held business meeting at which a
(b) who does not constructively contribute to this
club’s program and activities; (c) who acts in a manner
24
Sec. 1. The initiation fee for individual member-
Sec. 1. Regular meetings of this club, which shall
How to Build a Toastmasters Club
Sec. 4. The dues of this club for active and inactive
individual members shall be as stated in the Bylaws of
Sec. 4. Unless a greater vote is required by this
quorum is present shall be the act of this club.
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Article VI
Officers:
Sec. 1. The Officers of this club shall be a club
President, a Vice President Education, a Vice President
Membership, a Vice President Public Relations, a club
Secretary, a club Treasurer (or a club Secretary/
Treasurer), a Sergeant at Arms, and the Immediate Past
club President.
Sec. 2. In addition to the Officers provided in this
Constitution, this club may have such other Officers
as may be provided in the Bylaws of this club, but
Toastmasters International credit toward any educational award is limited to service as a club Officer
named in this Constitution.
Sec. 3. Officers shall serve for terms of one (1) year,
provided that if, and only if, this club meets weekly
throughout the year, this club may provide in its Bylaws
that Officers shall serve for half-year terms. The terms
of Officers serving an annual term shall commence at
12:01 a.m. on July 1 and end on June 30 at midnight.
The terms of Officers serving a half-year term shall
either commence at 12:01 a.m. on July 1 and end on
December 31 at midnight, or commence at 12:01 a.m.
on January 1 and end on June 30 at midnight.
Sec. 7. Any Officer of this club may resign, provided
Membership serves as one of this club’s representatives
that any such resignation must be made in writing
on the Area Council and shall take no action binding
and delivered to the club President or club Secretary.
upon this club without either specific prior authoriza-
Unless any such resignation is, by its terms, effective
tion or subsequent ratification by this club.
on a later date, it shall be effective on delivery to such
Sec. 4. The Vice President Public Relations is the
club Officer, and no acceptance by this club shall be
fourth ranking club Officer and is responsible for
required to make it effective. Any Officer of this club
developing and directing a publicity program that
may be removed from office at any time, with or with-
informs individual members and the general public
out cause, by majority vote of all active individual
about Toastmasters International. The Vice President
members present and voting at a business meeting of
Public Relations chairs the Public Relations Committee.
this club.
Sec. 8. Any vacancy in an Office, except for the
Sec. 5. The club Secretary is responsible for club
records and correspondence. The club Secretary has
Immediate Past Club President, shall be filled by a spe-
custody of the club’s Charter, Constitution, and Bylaws
cial election held at the next business meeting following
and all other records and documents of this club;
the announcement of the vacancy.
keeps an accurate record of the meetings and activities
Sec. 9. Club Presidents elected for a term of one
of this club and of the club Executive Committee;
(1) year may not be re-elected for a successive term.
maintains an accurate and complete roster of individ-
Club Presidents elected for a term of a half-year may
ual members of this club, including the address and
be re-elected for one successive term of a half-year.
status of each individual member; and transmits the
same to the successor in office. The club Secretary
Article VII
provides notices of meetings as required by this
Duties of Officers:
Constitution, and immediately notifies World
Sec. 1. The club President is the chief executive
officer of this club and is responsible for fulfilling the
Headquarters of Toastmasters International of any
change in the roster of individual members.
Sec. 4. Except for the Immediate Past Club
mission of this club. The President presides at meet-
Sec. 6. The club Treasurer is responsible for club
President, the Officers of this club shall be elected by
ings of this club and the club Executive Committee;
financial policies, procedures, and controls. The club
the active individual members of this club. If the office
appoints all Committees; and has general supervision
Treasurer receives and disburses, with the approval
of Immediate Past Club President is vacated for any
of the operation of this club. The President shall be an
of this club, all club funds; pays to Toastmasters
reason, it shall stay vacant for the remainder of the term.
ex officio member of all Committees of this club
International all financial obligations of this club as
Sec. 5. Nominations for Club Officers shall be
except the Club Nominating Committee and shall
they come due; and keeps an accurate account of all
made by a Club Nominating Committee appointed by
serve as one of this club’s representatives on the Area
transactions. The club Treasurer shall make financial
the club President at least two (2) weeks prior to the
and District Councils. The President shall transmit to
reports to this club and to the club Executive Com-
election. This Committee shall consist of three (3)
this club for its approval or disapproval all ideas and
mittee quarterly and upon request, and shall transmit
active individual members. This Committee shall
plans proposed by the Area and District Councils which
the accounts and all undistributed funds to the succes-
present its report at the regular business meeting
may affect this club or its individual members; and
sor in office at the end of the club Treasurer’s term.
immediately preceding the business meeting at which
shall take no action binding upon this club without
Sec. 7. The Sergeant at Arms is responsible for
the election is to take place, and shall present only the
either specific prior authorization or subsequent ratifi-
club property management, meeting room prepara-
names of active individual members who have con-
cation by this club.
tion, and hospitality. The Sergeant at Arms chairs the
sented to serve if elected. Further nominations may be
Sec. 2. The Vice President Education is the second
Social and Reception Committee.
Sec. 8. The Immediate Past Club President provides
made from the floor at the time of the election by any
ranking club Officer and is responsible for planning,
active individual member. All elections shall be by
organizing and directing a club program which meets
secret ballot, unless a secret ballot is dispensed with by
the educational needs of the individual members. The
unanimous vote, with a majority vote of all active indi-
Vice President Education chairs the Education
President Education shall be unable to attend a meet-
vidual members present and voting necessary to elect
Committee. The Vice President Education also serves
ing of the District Council, they shall certify the proxy
each Officer. The Chairman of the Club Nominating
as one of this club’s representatives on the Area and
credentials of the official representative or representa-
Committee shall be the Immediate Past club President,
District Councils and shall take no action binding
tives of this club attending said District Council
unless the best interests of the club require otherwise.
upon this club without either specific prior auth-
meeting. Such representative(s) shall be active individ-
orization or subsequent ratification by this club.
ual members of this club.
Sec. 6. For Officers who serve terms of
one (1) year, elections shall be held at the first meeting
Sec. 3. The Vice President Membership is the third
advice and counsel as requested by the club President.
Sec. 9. In the event the club President and/or Vice
Sec. 10. In addition to the duties stated in this
in May in each year, to take office the following July.
ranking club Officer and is responsible for planning,
Constitution, each of the Officers of this club shall have
For Officers who serve terms of a half-year, elections
organizing and directing a program that ensures
such duties and responsibilities as may be provided in
shall be held at the first meetings in May and
individual member retention and growth in club indi-
the Articles of Incorporation, Bylaws, District Admin-
November in each year, to take office the following
vidual membership. The Vice President Membership
istrative Bylaws, manuals, or other directives of Toast-
July or January, respectively.
chairs the Membership Committee. The Vice President
masters International, or as may be assigned by this club.
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Article VIII
Article IX
Committees:
Rules of Order:
Sec. 1. The Standing Committees of this club
Sec. 1. Insofar as they do not conflict with the
shall be the Executive, Education, Membership, Public
Articles of Incorporation or Bylaws of Toastmasters
Relations, and Social and Reception Committees.
International, policies or procedures adopted by the
Sec. 2. The club Executive Committee shall consist
Toastmasters International Board of Directors, this Club
of the Officers of this club named in this Constitution,
Constitution, the Bylaws of this club, or laws applicable
with the club President serving as the chairman. This
to nonprofit corporations, Robert’s Rules of Order
Committee shall have charge of all business and
Newly Revised shall be the final authority as to parlia-
administrative affairs of this club and shall consider all
mentary procedure, provided that if this club is located
matters concerning the welfare of this club. All actions
in a jurisdiction where Robert’s Rules are not a recog-
of the Executive Committee shall be submitted to this
nized authority on parliamentary procedure, the
club at the next business meeting for ratification. Any
Bylaws of this club shall specify in place of Robert’s
decision of the Executive Committee which this club
Rules the name of the recognized authority in the
fails to ratify shall be null and void.
jurisdiction where this club is located.
Sec. 3. The Education Committee shall have
charge of the general educational program of this club.
Sec. 2. A Parliamentarian may be appointed at
each meeting by the club President.
It shall prepare, or cause to be prepared, all program
schedules of this club and shall publish the assignments
Article X
at least three (3) weeks in advance. This Committee
Affiliation:
Toastmasters International, nor to any individual
member of this club.
Sec. 5. This club is entitled to representation at all
Toastmasters International Annual Business Meetings
as provided in the Bylaws of Toastmasters
International, and at any other meetings of the voting
members of Toastmasters International, at Regional
Conferences, and at District and Area Council meetings. This club shall select its representatives in sufficient time for the club President or club Secretary to
validate the proper credentials for them. In the event
this club is not represented at the Annual Business
Meeting or the Regional Conference by personal
representatives selected from this club, the Executive
Committee of this club shall appoint and authorize
a proxy with authority to act. Proxies for District
Council Meetings shall be selected as set forth in
Article VII, Sec. 9, above. Such representative or proxy
shall be an active individual member of a Toastmasters
International member club and must be in good
shall assist in the utilization and interpretation of
Sec. 1. Upon receiving a Charter from Toast-
program and educational materials available from
standing with Toastmasters International under Article
masters International, and so long as this club remains
Toastmasters International. It shall arrange for the
III, Sec. 8, of the Bylaws of Toastmasters International.
in good standing with Toastmasters International, this
exchange of speakers and educational programs with
Sec. 6. The Articles of Incorporation and the
club shall be a member of Toastmasters International,
other clubs and encourage speaking engagements of
Bylaws of Toastmasters International, as they may be
entitled to all the rights and powers, and subject to all
individual members before non-Toastmasters groups.
amended by their terms from time to time, and this
the duties and requirements, of member clubs as may
Constitution, as it may be amended from time to time
be stated from time to time in the Articles of
all applications for individual membership and report
as provided in Article XII below, shall govern this club
Incorporation and Bylaws of Toastmasters Inter-
thereon to this club, and shall arrange for proper
and all other Toastmasters clubs affiliated with
national, in the District Administrative Bylaws, in this
induction of all new individual members. This
Toastmasters International. This club shall adopt no
Constitution, and in policy bulletins issued by the
Committee shall be responsible for maintaining club
policy and shall take no action in conflict with the
Toastmasters International Board of Directors.
Articles of Incorporation or Bylaws of Toastmasters
Sec. 4. The Membership Committee shall consider
individual membership and attendance. It shall be the
Sec. 2. This club shall also be affiliated with such
International, with this Constitution, or with any
goal of this Committee to ensure that the individual
District of Toastmasters International as the Board of
membership of this club is at all times at charter
policy or purpose of Toastmasters International. This
Directors may designate, and shall be represented on
strength or better.
Constitution shall at no time be in conflict with the
that District Council as provided in the District
Articles of Incorporation, Bylaws or policies of
Administrative Bylaws.
Toastmasters International as they may be amended
Sec. 5. The Public Relations Committee shall
arrange the preparation and dissemination of news
Sec. 3. This club shall make per capita member-
releases regarding this club’s activities and educational
from time to time. This club shall not have the power to
ship payments and other payments on all individual
programs and shall also promote opportunities for
amend any reference in its Bylaws to this Constitution.
members as required by Toastmasters International,
community participation in Toastmasters’ learning
provided that there shall be no change affecting the
programs. It shall also be responsible for all internal
financial obligations of this club to Toastmasters
publications of this club, including the club newsletter.
International except after notice by publication in The
Sec. 6. The Social and Reception Committee shall
Toastmaster magazine.
be responsible for all social functions of this club and
Sec. 4. This club is an independent legal entity,
such other duties as may be assigned to it. It shall act
separate from Toastmasters International and every
as a reception committee at all meetings.
other member club of Toastmasters International, sub-
Sec. 7. In addition to the duties stated in this
ject only to the express terms and conditions of affilia-
Constitution, each of the Committees of this club shall
tion stated in this Constitution and in the Toastmasters
have such duties and responsibilities as may be provid-
International documents identified in Section 1 of this
ed in the Articles of Incorporation, Bylaws, District
Article. As such, this club is fully responsible for its
Administrative Bylaws, manuals, or other directives of
own debts, liabilities, and other obligations, and any
Toastmasters International, or as may be assigned by
creditor of this club shall look only to the assets of this
this club.
26
International, nor to any other member club of
How to Build a Toastmasters Club
club for payment, and not to Toastmasters
Article XI
Legal Status and Dissolution:
Sec. 1. This club is an unincorporated association
formed solely for the purpose of privately educating its
individual members. This club is not legally affiliated
with any company, agency, or special interest group
from which this club may draw its individual members. The use of the funds of this club shall be limited
to educational purposes. They may not be used for
social or political purposes, or for the benefit of any
individual.
Sec. 2. In the event of dissolution of this club,
distribution of any funds, after payment of any indebtedness, shall be made either by contribution to any
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educational research or memorial fund maintained
of the club present and voting at a club business meet-
membership within five (5) calendar years
by Toastmasters International, or by contribution to
ing at which a quorum is present; such approval shall
before the meeting at which the amendment
another Toastmasters club or to a Toastmasters
be evidenced by a certificate stating the proposed
will be submitted, such prior proposed
District.
amendment signed by all the active individual club
amendment shall have received no less than
members who voted to approve the proposed amend-
thirty percent (30%) of the votes cast; pro-
club shall be governed by and interpreted in accor-
ment. Each proposing club shall submit such a certifi-
vided that no proposed amendment shall be
dance with the laws of the State of California, where
cate to the Board of Directors no later than the
placed before the voting members if it has
Toastmasters International is incorporated, regardless
December 31 deadline. The proposed amendment
been rendered moot; substantially duplicates
of the location of this club.
shall be placed before the voting members of
or is encompassed by another proposed
Toastmasters International only if the proposed
amendment at the same meeting; is illegal; is
Article XII
amendment and certificate(s) are presented to and
designed to further a personal claim, griev-
Amendments to Club Constitution:
received by the Board no later than December 31 and
ance, or interest; is beyond the power of
one of the following conditions is met:
Toastmasters International to effectuate; or is
Sec. 3. This Constitution and the Bylaws of this
Sec. 1. This Constitution may be amended only
by a majority of the votes cast at an Annual Business
(a) The Board of Directors votes to place the pro-
Meeting or a special meeting of the voting member-
posed amendment before the voting membership;
ship of Toastmasters International.
or
Sec. 2. Proposed amendments may be submitted
by the Board of Directors to the voting membership of
Toastmasters International at any time up to sixty (60)
days before the membership meeting at which they
will be considered.
Sec. 3. Proposed amendments may also be submitted by Toastmasters clubs to the Annual Business
Meeting of Toastmasters International as follows:
Proposed amendments must be presented in writing
to and received by the Board of Directors no later than
December 31 before the Annual Business Meeting at
which they are to be submitted. The proposing club,
or each proposing club if there is more than one, shall
have approved the proposed amendment by the vote
of at least two-thirds of the active individual members
not a proper subject for this Constitution
under California law.
Sec. 4. Notice of any proposed amendments to be
(b) The amendment is proposed by at least one
submitted to the voting membership of Toastmasters
percent (1%) of all the votes held by the voting
International for a vote shall be mailed by the
membership of Toastmasters International, includ-
Executive Director to each voting member at least
ing member clubs and Delegates at Large; or
sixty (60) days before the meeting, together with any
(c) (1) the proponent(s) of the amendment agree
recommendation of the Board of Directors thereon.
to bear the full reasonable administrative cost
Any such recommendation shall also be presented to
to Toastmasters International of submitting
the voting members at the meeting before the vote is
the proposed amendment to the voting
taken on the proposed amendments. No amendments
membership for a vote; and
to the proposed amendment may be made during the
(2) no other club Constitution amendment
meeting, nor at any time after sixty (60) days prior to
proposed by any proponent of the amend-
the meeting.
ment shall be placed before the voting mem-
Sec. 5. In the event of two or more Club Consti-
bership at the same meeting; and
tution amendment proposals presented to the same
(3) if an amendment on substantially the
meeting of members, which the Board determines to be
same subject has been voted on by the voting
in conflict with each other, only the proposal receiving
the highest majority of votes cast shall be adopted.
How to Build a Toastmasters Club
27
28
How to Build a Toastmasters Club
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Bylaws
of the _______________________________________________
__________
CLUB NAME
Toastmasters Club
of ___________________________________________________________
CITY & STATE/PROVINCE
COUNTRY
Club No. ______________________ District No. ________________________
Article I
Name:
The name and location of this club shall be as set forth
above in the title of these Bylaws. Such name and location may be changed as provided in Article VII below.
Article II
Membership:
Sec. 1. Subject to the nondiscrimination requirements set forth in Section 1 of Article II of the Club
Constitution, individual membership in this club shall
be restricted to ________
____________________________________________
__________________________________________ .
Sec. 3. Reinstatement to individual membership of
Sec. 3. The Executive Committee of this club shall
a former individual member shall call for a payment of
meet at least _________________ , at such hours and
a reinstatement fee of $_______________.
places as it may determine.
(The reinstatement fee is optional and, if collected, is
retained by the club. If the club does not charge a rein-
Article V
statement fee, place a “0” on the line above.)
Election of Officers:
Sec. 4. The fee for an individual member of
Sec. 1. The Officers of this club shall be as provid-
another Toastmasters club who transfers into this club
ed in the Club Constitution, with selection, duties, and
shall be $_____________ . Other conditions of trans-
terms as provided therein. In addition, this club shall
fer into this club shall be as stated in the Club
have as Officers
Constitution.
____________________________________
(The transfer fee is optional and, if collected, is retained
____________________________________________
by the club. If the club does not charge a transfer fee,
__________________________________________ .
place a “0” on the line above.)
Sec. 2. The additional Officers of this club provided
Sec. 5. The dues of this club for inactive individ-
in the preceding Section shall be selected and have
(If no restrictions will be placed on membership in this
ual members shall be $_______________ per person
duties as follows:
club, write in “no restrictions” on line above.)
per _____________ . Such dues shall be payable in
____________________________________________
advance on or before _________ .
____________________________________________
Sec. 2. Honorary individual memberships in this
club shall be conferred for a term of _______ year(s)
(The club may set the dues for inactive individual mem-
and otherwise as provided in the Club Constitution.
bers at any amount up to the amount of dues for active
individual members, provided that inactive individual
Article III
Fees and Dues:
Sec. 1. The initiation fee for individual member-
(The dues collected from a new individual member in
addition to the initiation fee shall include the new
_____________________________________ .
member dues must include the per capita payment
required of this club to Toastmasters International attrib-
(If this club does not wish to elect additional Officers,
utable to such inactive individual member, as provided
write “none” above in both Sec. 1 and Sec. 2.)
in the Club Constitution.)
ship in this club shall be $__________ , payable as
provided in the Club Constitution.
____________________________________________
Sec. 3. This club elects Officers for the following
terms of office (check one):
Article IV
Meetings:
Sec. 1. Regular meetings of this club, which shall
□ Half-year terms, from July 1 to December 31 and
from January 1 to June 30.
□ Full-year terms, from July 1 to June 30.
individual member fee and per capita payment to
include any business meeting of active individual
Toastmasters International, plus any club dues.)
members, shall be held every ______________ , at
(Clubs meeting every week throughout the entire year
such hour and place as this club from time to time
may choose half-year terms; all other clubs must choose
shall designate.
full-year terms. The beginning and end of the terms are
Sec. 2. The dues of this club for active individual
members shall be $____________ per person per
_____________ . Such dues shall be payable in
advance on or before _____________.
(club dues shall include the amount of the Toastmasters
International per capita payment.)
set forth in Article VI, Sec. 3, of the Club Constitution.)
Sec. 2. Special business meetings of this club may
be called by a majority vote of the active individual
members present and voting at any regular meeting at
which a quorum is present, or by the club President.
How to Build a Toastmasters Club
29
6#
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within the scope of permitted amendments, these
Bylaws amendment to the Executive Director at World
Bylaws may be amended, including amendments to
Headquarters of Toastmasters International for review.
change the name or location of this club, at any duly
If Toastmasters International finds that the amendment
called and noticed business meeting of this club at
does not exceed the scope of permitted amendments to
authority on parliamentary procedure in the jurisdic-
which a quorum is present, by the affirmative vote of
the Bylaws of this club and is not otherwise improper,
tion where this club is located, __________________
at least two-thirds of the active individual members
the amendment shall be filed in the records of
___________________________________________
present and voting. Any such amendment must be pro-
Toastmasters International. If Toastmasters
shall be deemed substituted for Robert’s Rules in
posed in writing by an active individual member at the
International determines that the amendment exceeds
Article IX, Sec. 1, of the Club Constitution with respect
meeting immediately preceding that at which the
the scope of permitted amendments or is otherwise
to this club.
amendment is to be voted on.
improper, Toastmasters International shall so notify
Article VI
Rules of Order:
Sec. 1. Since Robert’s Rules are not a recognized
this club, and the amendment shall be null, void, and
(Complete this Article only if this club is located in a
Sec. 2. The scope of these Bylaws, and any amend-
jurisdiction where Robert’s Rules of Order, Newly Revised
ments to these Bylaws, is limited to the matters specifi-
are not recognized parliamentary authority.)
cally placed within the discretion of this club by the
of no effect.
Club Constitution or by a policy of the Board of
Directors of Toastmasters International. This club shall
Article VII
not have the power to amend any reference in these Bylaws
Amendments:
to the Club Constitution.
Sec. 1. Subject to the review of Toastmasters International, and provided the proposed amendment is
Sec. 3. Upon its adoption by this club,
the club Secretary shall immediately mail a copy of any
CERTIFICATE OF SECRETARY
I, ________________________________________ , certify that I am presently the duly elected and acting Secretary of
______________________________ Toastmasters Club, Club Number ________________ , an unincorporated association, and that the above Bylaws, consisting of __________ pages, are the Bylaws of this club as adopted at a duly called
and noticed business meeting of this club at which a quorum was at all times present, by the affirmative vote of at least
two-thirds of the active individual members present and voting, on __________________________, ______________ .
Dated: ____________________ , ________
_________________________________________________________
CLUB SECRETARY
30
How to Build a Toastmasters Club
Glossary of Governing Documents
The following glossary collects definitions found through-
the Executive Director that commences membership in
together into Divisions. Districts are governed by the
out the governing documents (Articles of Incorporation,
Toastmasters International of a member club.
District Administrative Bylaws.
Administrative Bylaws, Toastmasters Club Constitution
CLUBS OR MEMBER CLUBS: Groups which have
DIVISIONS: Administrative units into which some
and Standard Club Bylaws) for convenient reference.
subscribed to the purposes and ideals of Toastmasters
Districts of Toastmasters International are divided,
However, this glossary does not contain every term used
International and have been granted a Charter and
each under the direction of a Division Governor and
in the governing documents, nor are these summary defi-
continue to function in compliance with the condi-
consisting of a number of adjacent Areas.
nitions intended to substitute for the full definitions given
tions set forth in the Articles of Incorporation, the
in the governing documents themselves. If any question
Bylaws, the Club Constitution, the policies established
EXECUTIVE COMMITTEE: Depending on the con-
should arise concerning the definition of any term in this
by the Board of Directors, and the decisions of the
text, any of the following: (1) The Executive Committee
glossary, the reader is advised to consult the governing
Board and its authorized agents and representatives.
of the Board of Directors, which exercises the power of
documents. Nothing in this glossary shall be considered
clubs are unincorporated associations, existing as legal
the Board in some circumstances, and consists of the
in legally or judicially construing the meaning of any
entities separate from, but affiliated with, Toastmasters
International President, the three Vice Presidents, the
term in the governing documents.
International.
Immediate Past International President, and the
ANNUAL BUSINESS MEETING: The regular yearly
CONSTITUTION OR CLUB CONSTITUTION:
voting rights; or (2) the Executive Committee of a
meeting of the voting members of Toastmasters
Toastmasters Club Constitution for member clubs of
District of Toastmasters International, consisting of the
International, held during the International
Toastmasters International, which is standard for all
District Governor, the Lieutenant Governor Education
Convention.
clubs and must be adopted by a club in order to become
and Training, the Lieutenant Governor Marketing, the
a member club within Toastmasters International.
Public Relations Officer, the District Secretary, the
Bylaws of Toastmasters International, District
Executive Director as an ex officio member without
AREAS: Administrative units within each District of
Toastmasters International, each of which is under the
direction of an Area Governor. The District may organize Areas together into Divisions.
ARTICLES OF INCORPORATION: The Amended
and Restated Articles of Incorporation of Toastmasters
International, as filed with the California Secretary of
State.
District Treasurer, the Area Governors, and any Division
CORPORATION, THIS OR THE: Toastmasters
International, a California nonprofit public benefit
corporation.
DELEGATES AT LARGE: The Toastmasters International President, the Vice Presidents, the International
Directors, Past International Presidents, Past International Directors, and District Governors, subject to the
conditions of membership stated in the Bylaws.
nonprofit public benefit corporation, consisting of 22
voting Directors, who are the International President,
the Senior Vice President, the Second and Third Vice
Presidents, the Immediate Past International President,
two International Directors from each of eight geo-
Governor; or
(3) the Executive Committee of a member club, consisting of the Officers of the club named in the club’s
Constitution; i.e., a club President, a Vice President
Education, a Vice President Membership, a Vice
President Public Relations, a club Secretary, a club
Treasurer, (or a club Secretary/Treasurer) a Sergeant at
Arms, and the Immediate Past Club President.
BOARD OR BOARD OF DIRECTORS: The Board of
Directors of Toastmasters International, a California
Governors, together with the Immediate Past District
DESIGNATED REPRESENTATIVE: The person
through whom member clubs exercise their rights and
obligations of membership; generally the President of
the member club.
EXECUTIVE DIRECTOR: The Executive Director of
Toastmasters International, who is the managing
officer of the corporation under the supervision of the
Executive Committee and the Board of Directors and is
DIRECTOR: A voting member of the Board of
appointed by the Board of Directors.
Directors of Toastmasters International.
graphic Regions, and one elected International
GOOD STANDING OF INDIVIDUAL MEMBERS
Director from outside the United States and Canada.
DISTRICT ADMINISTRATIVE BYLAWS: The central
OF CLUBS: Membership status required in order for
The Executive Director of Toastmasters International
document governing administration of the Districts of
individual members of clubs to vote at the club level
is an ex officio member of the Board without voting
Toastmasters International, issued and modified from
or otherwise participate in Toastmasters International
privileges.
time to time by the Board of Directors.
activities open to individual members of clubs. Good
BYLAWS: Depending on the context, either:
DISTRICTS: Administrative units of Toastmasters
member into a club, and thereafter continues so long
(1) the Bylaws of Toastmasters International, a
International, organized based on the territory covered
as the individual remains a member of the club, the
California nonprofit public benefit corporation; or (2)
by groups of adjacent member clubs, whose bound-
club is not suspended or terminated, the club pays
the Standard Club Bylaws for member clubs.
aries are established and modified subject to the
when due fees and payments relating to such member,
approval of the Board of Directors. Each District is
the club continues to recognize the individual as a
designated by a number. Each District is divided into
member in good standing, and the individual member
Areas, and in some Districts, Areas are organized
has not been suspended or removed from good
standing is presumed on admission of an individual
CHARTER: A document issued by World Headquarters and signed by the International President and
How to Build a Toastmasters Club
31
standing with Toastmasters International by action of
of the District Council (each Past District Governor
the Nominating Committee, the Advisory Committee
the Board of Directors.
shall be an ex officio Officer of the District); or (3) a
of Past Presidents, the Marketing and Education
member club of Toastmasters International, who are
Committee, the Governance and Policy Committee,
INDIVIDUAL MEMBERS: Persons who are members
a club President, a Vice President Education, a Vice
and the District Administration Committee of
of clubs that are members of Toastmasters
President Membership, a Vice President Public
Toastmasters International, and such other Committees
International.
Relations, a club Secretary, a club Treasurer (or a club
as the Board from time to time may establish (except
Secretary/Treasurer), a Sergeant at Arms, and the
for the Executive Committee, these Committees are
Immediate Past club President.
advisory and do not exercise the power of the Board of
INTERNATIONAL PRESIDENT: The President of
Toastmasters International, who is the chief executive
QUORUM: The minimum number of the voting
Board of Directors and the Annual Business Meeting.
and Training Committee, Marketing Committee, Public
members required to be present for a meeting
Relations Committee, Nominating Committee, and
to legally transact business. The Bylaws of Toastmasters
Audit Committee of a District of Toastmasters Inter-
International contain an Article stating the quorum
national; or (3) the Executive, Education, Membership,
requirements for the Annual Business Meeting and
Public Relations, and Social and Reception Committees
other member meetings, for the Board of Directors,
of a member club of Toastmasters International.
MANUAL OF MANAGEMENT OPERATIONS:
A manual adopted and modified from time to time by
the Board of Directors of Toastmasters International,
containing policy bulletins for the administration of
the organization.
and for Board Committees. The District Administrative Bylaws and Club Constitution also contain
VOTE…OF THE BOARD: A vote in which the
OFFICERS: Depending on the context, the Officers of:
quorum requirements for meetings at the District and
required majority or greater percentage necessary for
(1) Toastmasters International, who are the Interna-
club levels.
action shall be calculated using the number of
tional President, the Senior Vice President, the Second
and Third Vice Presidents, the Immediate Past International President, the 17 International Directors, the
Secretary-Treasurer, the Executive Director, and the
District Governor for each District of Toastmasters
International; or (2) a District of Toastmasters
International, who are the District Officers, consisting
of the District Governor, the Lieutenant Governor
Education and Training, the Lieutenant Governor
Directors present at a duly noticed meeting at which
REGIONS: Geographic areas representing the territory
may be modified from time to time by a two-thirds
VOTE…OF THE ENTIRE BOARD: A vote in which
vote of the entire Board. Each Region should have as
the required majority or greater percentage necessary
nearly as possible an equal number of clubs, and no
for action shall be calculated using the total number
Region should have more than 15% of the total num-
of Directors then in office.
ber of member clubs in good standing at the end of
the fiscal year immediately preceding any modification.
WORLD HEADQUARTERS: The principal place
of business of Toastmasters International, in Rancho
STANDING COMMITTEES: Depending on the con-
Secretary, the District Treasurer, Area Governors, and
text, any of the following: (1) the Executive Committee,
How to Build a Toastmasters Club
a quorum is present.
of groups of member clubs, the boundaries of which
Marketing, the Public Relations Officer, the District
possibly including Division Governors at the discretion
32
Directors); or (2) the Executive Committee, Education
officer of the corporation and who presides over the
Santa Margarita, California.
Appendix
Charter Kit Contents
Catalog #
Description
400
163INDV
1205
210C
37
1310H
307
308
1111
1111C
375
1140
125
1312
403
1160
401A
1162
405
1314
1173
1171
1315
901
Application/Clubs Assigned To a District
Ballots & Brief Evaluations (Set of 250)
Catalog
Club Constitution And Bylaws
Club Dues Receipt Pad
Club Officer Manual Set
Competent Communication Achievement Chart
Competent Leadership Achievement Chart
Distinguished Club Program/Club Success Plan
Distinguished Club Program Wall Chart
Gavel
Let the World Know
Marketing Card Set (Set of 40)
Master Your Meetings
Member Interest Surveys (Pad of 25)
Membership Building Kit
Membership Cards (Set of 50)
New Member Orientation Kit for Clubs
New Member Profile Sheet (Set of 10)
Patterns in Programming
Speech Contest Manual
Speech Contest Rules
Think Fast! Table Topics Handbook
Timing Cards
Toastmaster magazine
Welcome to Toastmasters! DVD
244DVD
Quantity
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
20
1
New Member Kit Contents
Catalog #
Description
225
265
202
201
1328
1222
1223
1220
1206
1221
199
Competent Communication Manual
Competent Leadership Manual
Effective Evaluation
Gestures: Your Body Speaks
Member Achievement Record
New Member Kit Folder
New Member Postcard
New Member Profile
New Member Welcome
Tools for New Toastmasters
Your Speaking Voice
Quantity
1
1
1
1
1
1
1
1
1
1
1
How to Build a Toastmasters Club
33
34
How to Build a Toastmasters Club
How to Build a Toastmasters Club
35
36
How to Build a Toastmasters Club
TOASTMASTERS
®
INTERNATIONAL